Administrator/ Legal PA - Employment, Immigration & Pensions Department

The Firm

Anderson Strathern is a modern, innovative law firm. We’re proud of our history but firmly focussed on an exciting future, one that embraces technology and smarter ways of working.  We’re independent, and proudly so.

Our clients span entrepreneurs and SMEs to public sector organisations, corporates, and governments. They appreciate our integrity and straightforward way of doing business. For many, we have become trusted, longstanding confidantes, which speaks volumes.

We never stop evolving, attracting original thinkers who don’t – always – follow the pack.

The Role

We have an exciting new vacancy within our highly regarded Employment, Immigration & Pensions (EIP) department for an experienced Administrator or Legal PA, based in either our Edinburgh or Glasgow office.  The role will include direct involvement with all EIP fee earners across both offices as well as contact with other departments and offices.  You will work closely with the existing EIP Senior Legal PA to provide consistent, high level administrative / PA support to a busy and friendly team.  You will be a part of the wider PA Services team for support and guidance.

The role will suit a forward thinker who is eager to learn, picks up things quickly, is proactive and who uses their initiative to anticipate the needs of their fee earners as well as being able to react quickly and effectively, thereby reducing the administrative burden on the fee earners.  With particular focus on client service, finance and project management, you will quickly become a vital part of the team and have a flexible approach to help other departments if required.  Training will be provided on an ongoing basis to enhance your skills.

The tasks you will carry out include, but are not limited to, the list below.

You may be responsible for:

Dealing with all duties in line with the firm’s processes and procedures such as:

• Open new matters (including conflict checks, AML and LoEs) in accordance with the processes set out by the department and the Risk & Compliance Team.
• Assist with producing and sending a high volume of accurate invoices, including supporting documentation.
• Produce and send regular and ad−hoc client management information reports, including financial reports.
• Upload invoices to Aderant Expert Assistant for processing and make transfers/payments with Cashroom support on behalf of clients; Process expenses and credit card statements.
• General client/matter management including regular proactive review of file lists; deal with client mandates; client portal maintenance; use Visualfiles (training will be provided).
• General administrative duties including: mail distribution, photocopying, scanning, printing; booking travel and accommodation; booking and helping to organise training courses; diary management internally and externally; supporting events/meetings including arranging appropriate catering/IT requirements,
• Use PDF Docs, undertake dictation from digital dictation where necessary, format documents.

You will be expected to:

• Use all relevant IT packages competently including Word, Excel, Powerpoint, Outlook, Aderant and others, keeping your knowledge up to date by attending regular training as required.
• Have a high level of client involvement – via email/phone with clients and fee earners.
• Produce all work to an exceptional standard, with minimal error and within designated timescales.
• Carry out a significant workload and tasks instructed via BigHand Now, etc with minimal supervision.
• Confidently delegate tasks to Administrators, CPT and others where necessary.
• Develop your client relationship and client care skills.
• Take responsibility for department administration, projects and help organise department events.
• Contribute to the firm’s business development activities, eg on tenders, updating credentials, etc.
• Attend all mandatory training and proactively seek additional training to enhance your knowledge.
• Share skills and knowledge with other members of the Team.
• Assist other PA Services team members whenever possible with high priority jobs and provide cover during holidays and other absences.

What you will need to succeed

• Administration or PA experience within a fast-paced, busy office environment. Legal experience (particularly in an Employment or Litigation field) is desirable but not a necessity.
• A well-organised, methodical and pro-active approach to work and an ability to prioritise your workload to meet deadlines.
• Excellent IT skills including technical proficiency in all Microsoft products (particularly document production and formatting, and use of Excel).
• Confidence working with figures is desirable.
• Good communication and interpersonal skills with the ability to liaise at all levels.
• Accuracy in all aspects of your work ensuring all is to a high standard with an eye for detail.
• Commitment, flexibility and a willingness to assist other teams;
• A “can do” attitude and keen to learn new skills / share existing skills with colleagues.

What we offer

• A competitive salary and benefits package
• Supportive and collaborative team culture and work environment
• Opportunities for professional development and growth

Anderson Strathern are an equal opportunities employer.  Our policy is to recruit, develop, nurture and retain a diverse workforce following the guidelines of the Equality Act 2010.